HubSpot only deduplicates on email address by default, missing complex scenarios where Apollo leads might match existing contacts through company names, phone numbers, or domain patterns.
You’ll discover how to implement sophisticated deduplication logic that catches duplicates HubSpot’s native tools miss, using multiple matching criteria before import.
Build advanced duplicate detection with pre-import analysis using Coefficient
CoefficientHubSpot’sHubSpotprovides sophisticated deduplication capabilities that surpassbasic duplicate management by enabling multi-criteria matching and fuzzy logic before data ever reaches yourCRM.
How to make it work
Step 1. Import existing HubSpot contacts for comparison.
Use Coefficient to pull all relevant HubSpot contact fields (email, company, name, phone) into your spreadsheet. This creates your master reference list for duplicate checking against Apollo leads.
Step 2. Import Apollo lead data into adjacent columns.
Bring your Apollo lead data into the same spreadsheet, placing it in columns next to your HubSpot data. This side-by-side setup makes comparison formulas much easier to build and troubleshoot.
Step 3. Create smart matching formulas for multiple criteria.
Build VLOOKUP and INDEX/MATCH formulas to check for duplicates across multiple fields. Use formulas liketo catch complex matches.
Step 4. Implement fuzzy matching for company names.
Create formulas that account for company name variations (Inc., LLC, Corp.). Use functions liketo catch similar but not identical company names.
Step 5. Set up conditional imports for verified unique leads.
Use Coefficient’s conditional export feature to only import leads marked as “Safe to Import” in your analysis. Create separate workflows for leads that need manual review, ensuring no duplicates slip through while maintaining import efficiency.
Import with confidence using smart deduplication
Get startedThis approach provides granular duplicate control that HubSpot’s native tools simply can’t match, ensuring clean data from day one.with advanced deduplication today.